Create an Expense Report

Step-by-Step Procedure

Create an Expense Report

A Report is required to properly account for expenses paid with Lodge Card or One Card and to reimburse the traveler for out of pocket expenses. All reports should be started from your approved request. Do not close or inactivate your requests until after the expense report has paid out.

Steps to Complete

1.) Log in to Concur using your Duck ID and password.
2.) From the top menu bar, navigate to Requests.

3.) Locate the Request associated with the trip you are reimbursing.

4.) Click on the request for which you want to create an expense report and then click on the Create Expense Report button.

If the Create Expense Report button is not visible, contact the Travel Office to activate. If your Request is not in the list, click on the blue View button and select All Requests.

5.) Report Header

Most fields will carry over from the Request. This is your opportunity to make corrections or add additional info. To get to the Request Header click on the trip name. The Request Header will appear in a new window where you can edit each field if necessary.

6.) Verify or enter required fields. (All fields marked by a red asterisk are required.)

• Select or verify the correct policy. (UO policy for employee travel, Guest Policy for non-employee or student travel.)
• Expense Report Name: Include Destination, Date of travel. If guest travel, use the guest name as part of the report name.
• Report/Travel Start Date – enter the date traveler departed
• Report/Travel End Date – Enter the date traveler returned
• Traveler Type – Select from the drop-down
• Trip Type – Select from the drop-down
• Does this trip include personal travel? Select from drop-down
• Personal dates of Travel- fill in
• Business purpose – Should be complete and thorough enough to demonstrate the benefit to the UO.

Sub-procedure(s):
Procedure: Provide Business Purpose for travel
7.) At the bottom of the Request Header select Yes to claim Travel Allowance

Click "NEXT" if claiming meal per diem and /or lodging (Travel Allowance.) Click "SAVE" if not claiming Travel Allowance.

8.) If claiming Meal Per Diem or Lodging expenses complete the Travel Allowance Itinerary
Sub-procedure(s):
Procedure: Meal Per Diem and Lodging - How to use Travel Allowance tool
9.) Add Lodge Card and One Card expenses

10.) Continue adding new expenses as needed

Complete required fields for each expense. Upload receipts.

11.) Add supporting documentation

The IRS says supporting documentation substantiates the business purpose of a trip and shows benefit to the individual and institution.
Attach by going to Add Expense - expense type 08. Other> "Conference Info and Agenda" or "Other Supporting Documentation."
Complete required fields. Click Attach Receipt>Select receipt from your Available Receipts or from a location on your computer.

12.) Submit Report or Notify Employee

If you are entering the report as a delegate, click the orange Notify Employee button. If you are the traveler, click the Submit Report button.